Merchant Pod Agenda (draft)

Pod Meetings

Purpose (for Specialists with Existing Clients):

• To encourage collaboration on campaign strategy and reporting
• To provide education regarding any GMC-related technical know-how
• Surface any ‘at‑risk’ or ‘off-track’ accounts and unblock delivery
• To reduce churn rate and find problems at the source
• Celebrate the client wins

Purpose (for New Business/Upsell):

• To align on new business candidates we're reaching out to
• Surface any pre-contract blockers
• To provide any clarification regarding pitch/process

Attendees: Pod Lead, Pod Members, Technical Development Team

Format: Fortnightly on Tuesday 1:30-2pm

Inputs/Pre-work: Client delivery report (on track/off track), campaign catch-up lists

Outputs/What to leave with: ‘Save’ plans for red/amber clients + key owner, ‘executive’ touches, scope/priorities adjustments on each account.

Agenda (30 minutes)

• Existing clients triage list: At-risk first, Off-track second, Green wins noted (3 mins)
• For each At-risk/Off-track: Root cause, solutions/define the next two moves, owner/date (10 mins)
• New business (7 mins)
• Case study candidates: Existing & new business (5 mins)
• Close: Confirm comms to client and Internal follow‑ups/action steps + owners (5 mins)

Facilitation

Opening: “Let’s start with at risk clients. One line on cause, then the next two moves. Who owns client comms by end of day?”

Client headlines: “Name the account, the risk/opportunity, and the one intervention.”

Redirection: “No deep dives please, capture follow‑ups with names and times.”

Close: “Summarise ‘save plan’s; confirm next client touch for each red/amber account that is at risk.”

Tuesday Meeting Format

BEFORE

Pod Lead should come prepared to share:

• Any developments regarding process/product updates
• Campaign statuses in Asana:
• 🟢 On Track
• 🟠 At Risk - (of cancelling)
• 🔴 Off Track

Specialists and Partnerships team members should come prepared to share:

• Campaign / New business progress
• What communications or task deliverables you are struggling with
• What technicalities you need clarification on

Technical Development member should come prepared to share:

• Any developments regarding product updates
• What product vs. campaign deliverables you are blocked with
• What technicalities you need clarification on

For any at-risk or off-track campaigns, be ready to explain:

• The cause of the issue
• Your next steps or proposed plan of action (if you have one)
• We’ll then collaborate as a team to define solutions and decide who’s best placed to help

DURING: Progress updates

• For each at-risk or off-track client:
• What actions have been completed since our last meeting?
• Has the risk improved, worsened, or stayed the same?
• Are there any blockers or help needed from others?

• Next steps
• Define any remaining tasks or follow-ups.
• Confirm who’s responsible and set clear deadlines.

• Close
• Recap key takeaways.
• Confirm client comms or updates to send before next week.

AFTER

• Meeting notes posted to the gmc-campaign-catchups Slack Channel and gmc-new-business Slack Channel
• Throughout the fortnight, we’ll work on the agreed actions and regroup on the next meeting to review progress and outcomes.